Purpose of EFSP

Funds

LRO and Vendor

Relationships

Approved

Payment Methods

For Expenditures

Eligible and

Ineligible

Program Costs

To provide economic emergency assistance

• not for disaster-related emergencies

To supplement and expand current available resources

• not to start new programs

To be used on an ongoing basis

• not to be held or reserved for future use

• not for singular or special celebratory events, holiday

baskets, etc.

To provide services within the jurisdiction’s spending period

• Selection of vendors

• Issue payments to vendors only

o No reimbursements to individuals (staff, volunteers, or

clients)

• LROs may not operate as a vendor

o No payments made to other LROs

o Exception: Food Banks’ shared maintenance fees

• Fiscal Agent/Conduit

o Purpose of the Fiscal Agent/Conduit

o Must pay the vendor directly

o Exception: when agencies use per meal and per diem

method

• LRO checks

• LRO debit card

• LRO credit card

• Electronic payment from LRO’s bank account

All payments must be made NO more than days after

the invoice date or date on the client’s intake form.

A. Purchases paid by petty cash

B. Reimbursements to employees

C. Payments made more than 90 days after the invoice date

D. Electronic payments from LRO’s bank account

E. Payments made by a personal credit card

• Served Meals

• Other Food

• Mass Shelter

• Other Shelter

• Rent/Mortgage

• Suppl ies/Equipment

• Emergency Repairs/Bui lding Code

• Uti l i t ies

• Administrat ion

- Direct Cost

or

- Per Meal Allowance

Only ONE option can be used

throughout the entire spending cycle.

Eligible Costs

• Food

• Consumable Supplies

• Limited First Aid Supplies

• Diapers and Feminine Hygiene Items

• Local Transportation Costs

DOCUMENTATION REQUIREMENTS

• Spreadsheet

• Itemized invoices/receipts

• Proof of payments

o Canceled checks made to vendor

o Bank statements for LRO debit card or

electronic payments

o Credit card statements and canceled checks

made to the credit card company

• Mileage log

(Approved by the Local Board at per meal rate)

Eligible Costs

• Eligible costs under direct cost method

o Food

o Consumable Supplies

o Limited First Aid Supplies

o Diapers and Feminine Hygiene Items

o Local Transportation Costs

• Other Related Costs

o LRO Rent

o LRO Utilities

o Staff Salaries

Per Meal Allowance Documentation Requirements

Examples of Costs

• Expenditures NOT associated with Serving Meals

o Pet Products

o Beauty Products

o Bottle Deposits

o Membership Fees

o Prescriptions

• Invoices/Receipts dated outside of the spending period

• Service provided outside of the spending period (per

meal allowance)

• Pre-payments

• Payments made more than 90 days after the

invoice/receipt date

ELIGIBLE COSTS

• Food

• Vegetable Seeds

• Food Vouchers

• Gift Cards and Gift Certificate

• Diapers and Feminine Hygiene Items

• Maintenance Fees Charged by Food Banks

• Boxes and Bags for Food Distribution

• Local Transportation Costs

DOCUMENTATION REQUIREMENTS

• Spreadsheet

• Itemized invoices/receipts

• Proof of payments

o Canceled checks made to vendor

o Bank statements for LRO debit card or

electronic payments

o Credit card statements and canceled checks

made to the credit card company

• Mileage log

ineligible

A. Diapers

B. Bags and boxes

C. Payments on account

D. Holiday baskets

E. Food for fundraising events

- Direct Cost

or

- Per Diem Allowance

Only ONE option can be used

throughout the entire spending cycle.

Eligible Costs

• Consumable Supplies

• Limited First Aid Supplies

• Diapers and Feminine Hygiene Items

• Local Transportation Costs

DOCUMENTATION REQUIREMENTS

• Spreadsheet

• Itemized invoices/receipts

• Proof of payments

o Canceled checks made to vendor

o Bank statements for LRO debit card or electronic

payments

o Credit card statements and canceled checks made

to the credit card company

• Mileage log

Approved by the Local Board with the rate of either or

per night

Eligible Costs

• Eligible costs under direct cost method

o Consumable Supplies

o Limited First Aid Supplies

o Diapers and Feminine Hygiene Items

o Local Transportation Costs

• Other Related Costs

o Shelter Rent

o Shelter Utilities

o Staff Salaries

Per Diem Allowance

Documentation Requirements

Examples of Costs

• Expenditures NOT associated with housing clients in the

shelter

o Pet products

o Food items

o Prescriptions

o Security service

• Invoices/Receipts dated outside of the spending period

• Service provided outside of the spending period (per diem

allowance)

• Pre-payments

• Payments made more than 90 days of the invoice/receipt

date

ELIGIBLE COSTS

• Off-site emergency lodging

o Up to 30-days assistance

o Room and taxes only

o Pay after the client check out

DOCUMENTATION REQUIREMENTS

• Spreadsheet

• Itemized invoices/receipts

o Vendor originated

o Name of vendor

o Name of client

o Date of invoice/receipt

o Check in and check out date

o Charge per night

o Total costs

o Confidentiality statute when using a unique

identifier

• Proof of payments

ineligible

A. Laundry service

B. Meal costs

C. Payments made before the end of the stay

D. Stays beyond 30 days

E. Stays outside of the spending period

Eligible Costs

• Up to one month of rent

• Still outstanding at the time of payment

• The month covered is from the current phase

• Pay no more than 10 days before the due date for current month and past due

rent

• Pay no more than 30 days before the due date for the 1st month rent

• Pay no more than 90 days after the due date or date on the client’s intake form

• Guarantee an additional 30 days of service

• Up to one month of mortgage

• Principal and interest only

• Still outstanding at the time of payment

• The month covered is from the current phase

• Pay no more than 10 days before the due date

• Pay no more than 90 days after the due date or date on the client’s intake form

• Guarantee an additional 30 days of service

Examples of Costs

• Payment of more than one month rent

• Payment of more than one month mortgage (P&I only)

• Other fees

o Late fees

o Security deposits

o Escrow

o Property taxes

o Insurance

o Down payment

• Month covered was outside of the spending period

• Payments made more than 10 days before the due date

o Current month and past due rent/mortgage

• Payments made more than 30 days before the due date

o First month rent

• Payments made more than 90 days after the due date or date on

client’s intake form

DOCUMENTATION REQUIREMENTS

• Spreadsheet

• Rent/Mortgage Documentation

o Landlord letters

o Mortgage statements

Vendor-originated

Name of mortgage company

Information of client (including name, address, account

number)

Break down of monthly charge (specify P&I)

Month being covered

Payment due date

Total outstanding amount

o Leases for 1st month rent ONLY

• Proof of payments

E L I G I B L E C O S T S

• Consumable supplies (EXAMPLES)

o Mass feeding provider - plates, utensils, and napkins

o Other Food provider - bags and boxes

o Mass Shelter provider - shampoo, toothbrushes and

cleaning supplies

• Small equipment not exceeding $300 per item (EXAMPLES)

o Mass feeding provider - microwave oven, dining table

and chairs

o Other Food provider - shelving and storage containers

o Mass Shelter provider - beds, mattresses, and cots

• Minor emergency equipment repairs

o With prior Local Board approval

o For mass feeding and mass shelter providers only

o Not exceeding $300 in repair costs per item

• Diapers and feminine hygiene items

• Limited first aid supplies

ineligible

A. Bags and boxes for a food bank to distribute food items

B. Office supplies

C. Mass shelter provider spent $350 for a mattress

D. Mass feeding provider spent $120 for a microwave oven

E. A food pantry spent $100 to repair a refrigerator

DOCUMENTATION REQUIREMENTS

• Spreadsheet

• Itemized invoices/receipts

• Proof of payments

o Canceled checks made to vendor

o Bank statements for LRO debit card or electronic payments

o Credit card statements and canceled checks made to the

credit card company

Important: LROs may not be awarded additional

funds for supplies and equipment, if documenting

their expenditures with per meal or per diem logs.

Eligible Costs

Emergency repairs to comply with building code

citations

Facility improvements to improve accessibility for the

disabled

• For mass feeding and mass shelter providers only

• Maximum expenditures:

• Need prior written approval from the National Board and

Local Board

• Facility owned by a not-for-profit LRO

• Repairs/work is completed and paid for by the end of the

spending period

Examples of Costs

• Costs exceeding $2,500

• Expenditures not approved by the National Board and Local

Board

• Repairs/work were completed or paid outside of the

spending period

• Facilities were not used for mass feeding and mass shelter

providers

• Funds used for decorative or routine maintenance

• Repairs/work on profit-making, leased, government

facilities and individual residences

DOCUMENTATION REQUIREMENTS

• Spreadsheet

• Dated approval letters from both the National Board and

Local Board

• Copy of contract or invoices/receipts

• Building code citation for emergency repairs

• Proof of payments

o Canceled checks made to vendor

o Bank statements for LRO debit card or electronic

payments

o Credit card statements and canceled checks made

to the credit card company

Eligible Costs

• Up to one month billed usage cost or budgeted amount

o e.g., electricity, gas, water and sewer service

• Each type of utility can only be paid once

• Still outstanding at the time of payment

• Billing period form the current phase or previous phase for continuous service

• Reconnection fee

• Pay no more than 10 days before the due date

• Pay no more than 90 days after the due date or date on the client’s intake form

• Guarantee an additional 30 days of service

• One-time delivery

o e.g., propane, firewood, and fuel oil

• Each type of utility can only be paid once

• Still outstanding at the time of payment

• Delivered within the spending period

• No pre-payment

• Pay no more than 90 days after the delivery date

• Provide 30 days of service

ineligible

A. One month of LRO’s utility bill

B. Reconnection fees

C. Late fees

D. Payment for one month usage of water, electric and gas from a

client’s bill

E. Amount paid was due on 3/12/2016; LRO paid on 5/20/2016

• Spreadsheet

• Proof of payments

• Delivery receipt for non-metered utility assistance

Vendor-originated

Name of vendor

Information of client (including name, address, account

number)

Delivery date

Amount of one-time delivery

• Utility bill for metered utility assistance

Vendor-originated

Name of vendor

Information of client (including name, address, account

number)

Break down of monthly charge

Billing period

Payment due date

Total outstanding amount

• Metered Utility Verification Form (optional)

ELIGIBLE COSTS

• Administrative Expenditures directly related to the

operation of EFSP program

o Staff salaries and benefits

o Office supplies

o Office equipment

o Mailing costs

o Advertising expenses

• Decided by the Local Board

• Up to 2% of the entire Local Board’s award

• Up to 0.5% of the State Set-Aside Committee’s award

ineligible

A. Office supplies

B. EFSP portion of staff salaries

C. Advertising expenses

D. Breakfast for Local Board meeting

E. Lobbying costs

DOCUMENTATION REQUIREMENTS

Purpose of EFSP

Funds

LRO and Vendor

Relationships

Approved

Payment Methods

For Expenditures

Eligible And

Ineligible

Program Costs

E m e r g e n c y F o o d a n d S h e l t e r

N a t i o n a l B o a r d P r o g r a m

7 0 1 N o r t h F a i r f a x S t r e e t

A l e x a n d r i a , V i r g i n i a 2 2 3 1 4

Phone: 703 - 706 - 9660

Fax: 703 - 706 - 9677

Webs i t e : e f sp .un i t edway.org

Emai l Addres s f or i nqu i re s :

e f sp@uww.un i t ed way.org

Em ai l Addres s t o s end docum ent s :

document s t oe f sp@uww.uni t edway.org